📦 Inventory Stock In / Stock Out

Stock In records when inventory arrives (from a purchase, supplier, or new shipment). Stock Out records when inventory leaves (waste, breakage, internal use, etc.). These are the two foundational actions for keeping accurate stock levels.

📍 Where to Find This

Go to Back-Office → Inventory → Inventory Items. Use the bottom toolbar buttons:

📥 In — record incoming stock
📤 Out — record outgoing stock (waste, etc.)
🔄 Transfer — move stock between locations

Inventory Stock In dialog with Bacon Cheeseburger and Apple Pie

📸 Stock In dialog (click to enlarge)

📋 In This Page

→ 📥 Stock In
→ Fields Explained
→ Vendor Tip (Cash Vendor)
→ Reason Types
→ 📤 Stock Out
→ Step-by-Step Walkthrough
→ Real Examples

📥 What is Stock In?

📦 What it is:

Stock In adds quantity to your inventory. Use it whenever new product enters your store.

📌 Common Reasons:

🚚 Supplier delivery (with or without a Purchase Order)
💵 Cash purchase from a local store or wholesale market
🎁 Free samples or gifts from vendors
↩️ Customer returns going back to stock
📊 Initial stock setup (when starting fresh)

📝 Stock In Fields Explained

Field	Purpose	Required?
P.O. No	Purchase Order reference number for tracking	Optional
Vendor	Who you bought it from	✅ Required
Reason Type	Why stock is coming in (NEW STOCK, return, adjustment, etc.)	✅ Required
To Location	Where the stock will be added (Store, Warehouse, Main Kitchen, etc.)	✅ Required
Items Table	SKU, item name, quantity, cost, unit, total	✅ Required
Sub-total	Auto-calculated total cost of all items	Auto

💡 Vendor Tip: Use “Cash” When No Vendor Record

🛒 Bought Stock Without a Tracked Vendor?

Sometimes you buy from local stores, wholesale markets, or one-off suppliers and don’t want to create a record for each.

✅ The Solution: Create a “Cash” Vendor

Create a single generic vendor named “Cash” (or “Local Purchase”, “Walk-In Vendor”, etc.) and use it for all unrecorded purchases.

Vendor Name	Use When
Sysco	Regular weekly delivery from Sysco
US Foods	Regular delivery from US Foods
Cash ← generic	Manager bought eggs from Walmart, paid cash

📖 How to Create the Cash Vendor

See: Inventory: Adding a New Vendor

📑 Reason Types Explained

Reason Type	When to Use
🆕 NEW STOCK	Default for incoming purchases
↩️ RETURN	Customer returned an item, going back to stock
⚖️ ADJUSTMENT	Manual correction (found extra during stock count)
🎁 GIFT / SAMPLE	Free product from vendor, no cost

📤 What is Stock Out?

📤 What it is:

Stock Out removes quantity from your inventory without a sale. Use this for waste, internal use, or shrinkage.

📌 Common Stock Out Reasons:

Reason	Example
🗑️ Waste / Spoilage	Expired milk, moldy bread
💔 Breakage	Bottle dropped, glass broken
🍴 Internal Use	Staff meal, owner’s family eats from stock
🎉 Promo / Free	Free samples given to customers
📉 Shrinkage / Theft	Stock missing, can’t account for

💡 Don’t confuse Stock Out with Sale!

Selling an item to a customer reduces stock automatically via the order, not via Stock Out. Stock Out is for non-sale reductions.

🎬 Step-by-Step: Stock In Walkthrough

Step	Action
1	Open Back-Office → Inventory → Inventory Items
2	Click the “In” button at the bottom of the screen
3	Enter P.O. No (optional — for traceability)
4	Select Vendor from dropdown (use “Cash” if no record)
5	Choose Reason Type (default: NEW STOCK)
6	Pick To Location (where stock arrives)
7	Click Add Item, search by SKU/name, enter Qty and Cost
8	Repeat for all items received
9	Verify Sub-total amount matches your invoice
10	Click Ok to commit — stock is now updated! ✅

💼 Real-World Examples

📌 Example 1: Regular Vendor Delivery

Sysco delivers your weekly food order. Invoice #INV-4456.

Field	Value
P.O. No	INV-4456
Vendor	Sysco
Reason Type	NEW STOCK
To Location	Main Kitchen
Items	50 lb beef ($5.50/lb), 100 buns ($0.30/each)

📌 Example 2: Manager’s Cash Purchase

Owner ran out of eggs, drove to Costco, paid cash for 5 trays.

Field	Value
P.O. No	(blank)
Vendor	Cash ← (no Costco record needed)
Reason Type	NEW STOCK
To Location	Main Kitchen
Items	5 trays of eggs ($8.99/tray)

📌 Example 3: Stock Out — Spoiled Milk

Found 3 cartons of milk past expiration. Need to remove from stock.

Field	Value
Action	Click “Out” button
Reason Type	WASTE / SPOILAGE
From Location	Main Kitchen
Items	3 × Milk Carton (cost auto-pulled from inventory)

⭐ Best Practices

Tip	Why
Always enter the actual cost	Affects costing rule (avg/last) and profit reports
Match Sub-total to invoice	Catches data entry errors before saving
Use “Cash” vendor for one-off purchases	Avoids cluttering vendor list
Record Stock Out same day as waste	Reports stay accurate
Use distinct Reason Types	Easier to track waste % vs theft vs internal use

📚 Related Guides

🔗 Continue Learning

→ Adding a New Vendor

→ Purchase Orders

→ Inventory Transfer

📞 Need More Help?

Visit our knowledge base at guide.orocube.com or contact support at helpdesk@orocube.net